Adding New Contacts
How to add new staff contacts and associate them correctly with their LIA company and supervisor.
When to Add a New Contact
Add a new contact in HubSpot whenever a new staff member joins an LIA. Do not create a duplicate record if a contact may already exist. Use global search to check for the person's name or email before creating a new record.
Steps to Create a New Contact
- Go to Contacts > Contacts.
- Click Create contact in the upper right.
- Fill in the required information and click Create to save the record, then complete additional properties on the full record.
Required Fields to Fill In
- First name and last name
- Email address -- Must be unique. HubSpot uses email as the primary identifier.
- Job title / Program Role -- Select the appropriate role (FSS, Supervisor, Director, etc.)
- LIA Zone -- The MIECHV zone the staff member is assigned to
- Supervisor -- The name of their direct supervisor, if applicable
- Associated Company -- Link the contact to the correct LIA company record
How to Associate the Contact With an LIA Company
- On the full contact record, scroll to the Companies section in the right panel.
- Click Add company.
- Search for the LIA agency by name and select it.
If the LIA Company Does Not Exist Yet
If the LIA agency does not appear when you search, do not create a duplicate or placeholder company record. Contact Tapp Network to have the company record created correctly before associating the new staff member.
Next Step: FSS Onboarding Enrollment
If the new contact is a Family Support Specialist, they should also be enrolled in the FSS Onboarding course in the LMS after their HubSpot record is created. Refer to the LMS and Training articles for enrollment steps.